Job Description

Job Functions:1. Provide a comprehensive Executive PA service to CEO.

• Manage executive diary.
• Manage corporate credit card : purchases, functions, staff welfare, day to day office requirements.
• Book and manage all local and international travel arrangements.
• Arrange executive and clients meetings.
• Research for and prepare meeting agendas.
• Produce professionally typed documents as requested.

2. Provide a comprehensive day to day service on the smooth running of the office.

• File and store documents neatly and appropriately for easy retrieval.
• Prepare, type, and produce tenders and proposal.
• Liaise with staff, suppliers, and customers in relation to queries and attempt to resolve rather than escalate.
• Escalate unresolved queries to CEO, COO, and related departments.
• Manage personal administration and documents.
• Ensure the smooth running of the office on a day-to-day basis.
• Oversee maintenance of office equipment.
• Support staff in maintaining a positive, work effective environment at the office.
• Manage with IT our Cell C Company account and decision making in cooperation with Blue Spec.

3. Ensure a superior front office service is provided at all times through management of reception staff.Monitor and ensure :

• Front desk is manned at all times and guests are treated professionally.
• Train and manage reception staff.

4. Ensure that the premises are kept clean and tidy, and that relevant staff assist with catering, through management of the cleaning staffMonitor and ensure :

• Cleaning staff operate according to set standards (job profile, company standards)
• Cleaning staff provides assistance to chef.
• Train and manage cleaning staff.

5. Ad Hoc projects

• Arrange special events (e.g., year-end functions and conferences)
• Conduct research as and when requested by CEO.
• Identify opportunities, recommend, and implement solutions to continuously improve the Management of the Executive office.

Facilitate:
Implementation and maintenance of procedures and administrative systems.
Internal controls
Legal contracts
Other projects as identified.
Team building
Staff functions
Meetings with cleaning staff, receptionist, chef.Job Requirements:

• 7 Years Executive PA experience
• Ideally in Finance and Motor industry
• National Senior Certificate

Key relationships

• Internal - Executive Directors and Management, Resident staff, Group Executives, HR.
• External - Insurance Companies, Service Providers and Customers

Technical (systems) knowledge required

• All Microsoft Suites - intermediate
• First assist system (Dreamtec)

Bluespec Holdings